Parcels and deliveries at the gate
The gate logs each parcel with the courier, a photo and the shelf. The person it is for is told at once. It is handed over against a pickup code, or sent back to the courier, and every step is on record.
PLANSFrom Growth
The problem it solves
- Couriers leave boxes at the security cabin and nobody tells the person they are for.
- A parcel is collected by someone else and nobody can say who took it.
- Reception spends the afternoon phoning people about packages on the shelf.
- Unclaimed parcels pile up for weeks with no record of when they came.
How it works
- A courier arrives. The guard presses + Parcel and picks whom it is for. They fill in the courier, what it is and where it is kept, such as Rack 2.
- The guard adds a photo, the number of packages, the sender or the tracking number if useful, and presses Log parcel.
- The person it is for is told at once, with the courier, the gate and the shelf. A host who uses the host page or the Host app also gets a four-digit pickup code.
- The person, or someone they send, comes to the gate with the code. The guard finds the parcel, presses Hand over, picks or types who collects it and types the code.
- The parcel moves to Handed over. A parcel nobody collects is sent back with Return to courier.
Everything it does
Logging a parcel
- For: the person it is for (a host), with their alternate host told too
- Courier, What (for example Small box), Kept at (shelf, rack or room)
- Photo, Packages (1 to start with), Sender, Tracking number and a Note
- A parcel number from the entity's sequence, the gate, the time and the guard who received it
- A delivery the host asked to be left at the gate becomes a parcel for that host by itself
Handing over
- Statuses: At the Gate, Collected and Returned
- Hand over records who collected it, when, and the guard who handed it over
- With a pickup code, the parcel is not handed over without the right four-digit code
- Reception can hand a parcel over from the back office without the code
- Once collected or returned, the parcel's details can no longer be changed; notes can still be added
Finding parcels
- Guard page filters: At the gate, Handed over and Returned
- How far back: last 7 days, last 30 days or all
- Search by recipient, courier, tracking number, rack or parcel number
- Back office list Visitors > Gate > Parcels and Lost Items > Parcels opens on those still At the Gate
- The host page and Host app list the host's parcels waiting, with the pickup code, and those collected in the last 30 days
Who uses it
GuardLogs parcels, hands them over against the code, and returns uncollected ones to the courier.
ReceptionLogs and hands over parcels from the back office, and sees every parcel at every gate.
Host (staff)Gets told when a parcel arrives, sees the pickup code, and collects it or sends someone with the code.
Where you use it
- Web: the guard page at /guard, Parcels, and + Parcel on the Gate page
- Web: Visitors > Gate > Parcels and Lost Items > Parcels in the back office, with Collected and Returned to Courier
- The SmartMy VMS Guard app: Parcels (built and in testing, not in the app stores yet)
- Web and app for hosts: Parcels on the host page and in the Host app
- Not a parcel locker: there is no link to smart lockers
What you control
Settings
- Parcels Need the Pickup Code: on to start with; applies to hosts who use the host page or the Host app
- Parcels Collected notice for the host: on to start with, each host can switch it off
Notifications
- Parcel at the Gate: to the host and the alternate host, by app push, WhatsApp, SMS, email and in-app, with the pickup code where used
- Host: Parcel Collected: to the host when it is handed over, by app push, email and in-app
- SMS comes with Growth and WhatsApp with Scale; each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Questions
Can a colleague collect my parcel for me?
Yes. Give them the pickup code. The guard records the name of whoever collects it, and you are told it was collected.What if the person has lost the pickup code?
They can see it again on the host page or in the Host app. Reception can also hand the parcel over from the back office without the code.Do people without a login get a pickup code?
No. The code is only for hosts who use the host page or the Host app. Others are told the parcel arrived and collect it as before.What happens to parcels nobody collects?
They stay under At the gate, with the date they came. The guard or reception presses Return to courier, and the parcel is kept on record as Returned.Which plan has parcels?
Parcels come with Growth, together with the host page where people see their codes.Related features
HOST APPROVALHost app and host web pageEveryone who receives visitors gets a page in the browser and the SmartMy VMS Host app. They approve visitors, invite guests, pre-approve cabs and deliveries, and collect parcels with a pickup code. They also name an alternate while away and raise complaints to the building office. Office staff also chat with each other inside SmartMy.GATE, KIOSK AND GUARD TOOLSGuard screen and Guard appOne screen shows the guard who is expected, who is waiting and who is inside. One box takes a pass code, a QR, a mobile number or a name. It runs in a browser on any computer, tablet or phone, and as the Guard app.LOST AND FOUNDLost and found at the gateThings found on your site are logged at the gate with a photo and kept until their owner comes. People who lost something report it, and the two are matched. The owner is told where to collect it, and the hand-over is recorded with name and ID.HOST APPROVALHost approval from the phoneA visitor without a pass waits at the gate while the host is asked on the phone. The host approves or rejects from the link, the app or the back office. If nobody answers in time, reception or the guard decides, and an alternate host covers for anyone away.ACROSS SMARTMY VMSNotificationsSmartMy VMS tells the right person the moment something happens: a visitor waiting, a guest arrived, a gate pass approved, a round missed, an emergency. Each event has its own recipients and channels: app notification, in-app, email, SMS and WhatsApp.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.